Innovating today for a safer tomorrow. At Ultra Intelligence & Communications, our mission is to ensure the safety of people, platforms, and critical infrastructure. Our people are the driving force behind us achieving mission success. We are experts in delivering intelligence and information advantage when and where it matters most. Through our engineering accomplishments, we are recognized for our contributions in tactical communications, cybersecurity, and military command and control systems.
We are hiring an Executive Administrative Assistant to join our team! This role will provide critical administrative support to a team of 5 geographically dispersed C-Suite Executives. This individual will be the liaison to the CEO's Executive Assistant, Business Unit Presidents’ Assistants, Senior Management, and, occasionally, the board of directors.
This is remote position that may require occasional travel. Candidates based in the Eastern or Central time zone is strongly preferred.
Position Description:
- Manage multiple Executive level calendars across numerous time zones and meeting coordination
- Lead event planning initiatives to include executive and leadership off-site events sponsored by one of the Executives to which it supports
- Produce, edit, review, and present critical documents and presentations utilizing the Microsoft Office Suite
- Maintain, produce, and coordinate travel arrangements and security documents, ensuring efficient travel experiences
- Drive and maintain timelines for various meetings, follow on actions and deliverables as set by each Executive
- Coordinate conferences, leadership off-sites, and executive meetings
- Provide leadership and guidance to other Administrative Assistants
- Partner with Marketing and Communications in drafting professional correspondence in support of each Executive
- Support and participate in meetings in multiple time zones
- Take extensive meeting notes and following up on actions.
Required Skills and Qualifications:
- Associate degree in a Business or Finance related field; a bachelor’s degree is preferred
- 7+ years of continuous work experience as an Executive level Administrative Assistant, including previous experience supporting executives in Finance, Growth, Legal, HR, Business IT, and other related fields
- 7+ years of creating and drafting communications, presentations, and maintaining workbooks using the MS Suite of products
- 7+ years of exposure to internal confidential communications requiring the highest levels of discretion
- 5+ years of experience working with and supporting Executives remotely
- 5+ years of experience in managing multiple executive calendars in MS Outlook
- Ability to obtain a US Government security clearance. Security clearances are granted to U.S. citizens
Desired Skills and Qualifications:
- Ability to travel as needed to support meetings and events (<10%)
- Time-management skills
- High level of attention to detail
- Excellent organizational skills
- Exceptional Interpersonal skills
- Project management skills
- Ability and willingness to work extended hours when necessary
- Ability to multi-task and work under constant deadlines in a fast-paced environment
- Ability to work independently and be self-directed
- Make extensive domestic and international travel arrangements
- Submit, process, and track expense reports
- Ability to build relationships and collaborate with others throughout the organization to create an internal network
- Ability to manage projects
- Ability to multi-task and work under constant deadlines in a fast-paced environment
- Detail-oriented, organized, and demonstrates excellent communication skills
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We offer medical, dental, vision, life, and disability insurance, health savings accounts, paid time off, and a 401(k) plan with a Company match.
This contractor and subcontractor shall abide by the requirements of 41 CFR 60-1.4(a), 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, national origin, and for inquiring about, discussing or disclosing compensation. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.
Reasonable accommodation statement: if you need an accommodation for any part of the application process, please email
careers@ultra-us-gbs.com